Acres Group

Office Coordinator/Administrative Assistant

Location US-IL-Plainfield
Posted Date 2 weeks ago(2/9/2018 10:35 AM)
Job ID
2018-1495
# Positions
1
Experience (Years)
2
Category
Administrative/Clerical - Office Specialist

Overview

 Office Coordinator/Administrative Assistant

 

We are seeking a PART TIME (flexible) Office Coordinator/Administrative Assistant to support our busy office and field employees. The ideal candidate we are looking for is a full time person in the summer (40 hours M-F) then dropping to part time hours in the spring and fall, with a potential for more hours as needed. This role requires having a positive attitude, as well as the ability to handle highly sensitive data and confidential information in an appropriate manner.  We pride ourselves on our company culture and embrace our core values of being positive, self-starting, and supportive.  This is an IMMEDIATE opening so if you are interested in working alongside an established and driven staff, we look forward to hearing from you.

Responsibilities

  • ESSENTIAL FUNCTIONS:

    • Office Support Duties: Effectively coordinate and lead meeting of support needs for Green-Up accounting, sales & payroll as directed by the Green-Up Office Manager providing the necessary support, guidance and training.

     

    • Assist with completing Green-Up billing on an on-going basis. Print and review open work orders and billing reports to make sure all billing is completed on a timely basis.

     

    • Review and monitor time sheet entry into ABRA Suite and or MODECO for payroll processing/balancing and job cost reporting. Organize and forward payroll paperwork and miscellaneous information in a timely manner.

     

    • Assist with accounts payable and accounts receivable as needed to ensure timely vendor payments and A/R updates by reviewing monthly vendor statements, open purchase orders, and incoming invoice materials. Follow up on any issues.

     

    • Attend meetings and take minutes as directed by Green-Up Office Manager or Director of Operations. This could include Green-Up Status Meetings, Green-Up Sales Meetings, safety committee meetings etc.

     

    • Run reports as requested. E-mail reports to appropriate individuals.

     

    • Participate in statement reviews with Green-Up office as required.

     

    • Assist Green-Up Office Manager with investigating any inconsistencies in Green-Up budget to actual reviews.

     

    • Utilize Office Administrative Rolling Calendars and provide recommendations for improvement.

     

    • Assist with office supply orders, uniform, misc. and job site material order (concrete, stone, etc.) as required.

     

    • Oversee the maintenance & repair of Green-Up office equipment including copiers, fax machines, etc. in conjunction with IT.

     

    • Perform quality work that is consistent with Green-Up/Acres professional quality standards, including attending to details.

     

    • Maintain and work to improve Green-Up/Acres’ positive image in the industry through professional communication and interaction with customers, vendors, fellow employees, etc.

     

    • Proactively anticipate problems. Make suggestions and assist in implementing solutions in conjunction with your manager and other key staff members.

     

    • Use independent judgment to develop creative solutions to problems that arise on the job.

     

    • Plan weekly and daily activities in advance to ensure efficient time use and positive end results.

     

    • Establish and maintain a good working relationship with your Manager, direct reports, and other staff members with which you must interact.

     

    • Follow through on daily and weekly assignments set by your manager.

     

    • Keep your manager informed of progress and problems on the job.

     

    • Assist with managing incoming calls and emails and directing information appropriately. Check and respond to voicemail messages and emails in a timely manner.

     

Qualifications

  • REQUISITE KNOWLEDGE, SKILLS, & ABILITIES

    • The proven ability to service and support all levels within an organization, including both office and field employees, with a positive attitude as well as the ability to handle highly sensitive data and confidential information in an appropriate manner.

     

    • Excellent verbal and written communication skills; excellent organizational skills, accuracy and attention to detail.

     

    • Ability to Work well under pressure; ability to handle high-volume, fast-paced, multi-tasking work environment.

     

    • Strong work ethic and belief in personal accountability.

     

    • Bilingual English/Spanish preferred.

     

    PREREQUISITES:

    • 1-3 years office experience or similar, preferably with team building experience/responsibilities.

     

    • Microsoft Office proficiency – Outlook, Word, Excel, PowerPoint.

     

    • General accounting background and exposure to an accounting software package.

     

    • Associate or Bachelor’s in Business Administration desirable.

Attributes

  • Self-starter and takes initiative
  • Positive and outgoing personality
  • Able to prioritize and multi-task in a busy environment
  • Use good judgment and logic
  • Ability to learn new things quickly

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